Master Data troubleshooting
The messages you may meet in Contacts, Catalogue and Master Data, what they mean and how to fix them.
Messages and fixes
| Message | What it means | What to do |
|---|---|---|
| 'This record changed. Reload it before saving.' | Someone else saved the same contact or product after you opened it. | Reload the record, repeat your change and save. |
| 'Use 2–30 letters, digits, underscores or hyphens.' | A contact, product or master code is too short or has spaces or other characters. | Use 2 to 30 letters, digits, _ or -. |
| 'Customer code cannot change after creation.' / 'Product code cannot change after creation.' | Codes are fixed once saved. | Archive the record and create a new one, or duplicate the product. |
| 'Enter a tax registration ID for a registered customer.' | Tax Registration is Registered but the TRN is empty. | Enter the VAT Number / TRN, or change the registration to Not assessed. |
| 'Choose the emirate for this address.' | The country has states (the UAE has emirates) and none was chosen. | Choose the emirate, then the city. |
| 'Choose a city or area that belongs to the selected state.' | The city is not in the chosen emirate. | Pick the emirate first, then one of its cities. |
| 'Enter a valid IBAN (country, check digits, then the account).' | The IBAN has the wrong shape on a contact. | Copy the IBAN from the bank letter. Spaces are removed automatically. |
| 'That IBAN does not pass its check digits.' | The IBAN proposed to a party fails the mod-97 test. | Re-check every digit against the bank letter. |
| 'Customer transaction hold: Sales orders. <reason>' / '<name> is blocked.' / '<name> is blacklisted: <reason>.' | The customer is held, blocked or blacklisted, so the document cannot be confirmed. | Clear the hold on Controls & History, or talk to the credit controller. |
| 'Credit check: This takes exposure to 55000.00, 5000.00 over the limit of 50000.00.' | Hard block policy and the order exceeds the limit. | Collect payment, record a credit review with a higher limit, or ask Finance for an approved override. |
| 'No credit limit is set for this customer, so this sale has no credit to draw on.' | Hard block policy and no limit figure. | Set a credit limit or change the limit mode. |
| 'This product is already on documents, so it cannot switch between stocked and non-stocked. Create a new product instead.' | You changed goods to a service on a used product. | Keep the type; create a new product. |
| 'This product has stock. Set on-hand quantity to zero before making it a service or non-stocked item.' | The product still has stock. | Adjust stock to zero first. |
| '<CODE> is already on posted documents or stock moves, so its base unit is fixed...' | The unit of measure cannot change on a used product. | Create a new product, or convert through a reviewed migration. |
| 'Set on-hand quantity to zero before changing tracking or valuation scope.' | Tracking or valuation change with stock. | Use a tracking policy with a conversion plan: Set tracking policies. |
| 'A unit used by products cannot be redefined. Create a new unit.' | Name, dimension or ratio of a used unit. | Create a new unit. |
| '<barcode> already identifies <CODE>.' / 'Barcode and PLU values must be unique across products.' | The barcode, PLU or alternate belongs to another product or pack. | Search the barcode, correct it or retire the other holder. |
| 'Somebody other than the person who prepared this change must decide it.' (also: ...this merge, ...this template, ...this exception, ...this substitute, ...this tracking change, ...this account mapping) | Nobody approves their own work, administrators included. | Ask a different person with the approval permission. |
| 'Deciding a bank account change needs mdm.finance.approve.' / 'Deciding a registration change needs mdm.tax.approve.' | You hold the other approval permission. | Ask the right approver. |
| 'The proposal you are approving is not the one on record; reload it and review it again.' | The request changed after you opened it. | Reload the request and review it again. |
| 'Renaming a party released to several companies needs the mdm.release permission.' | A shared party's legal name is being saved by someone without mdm.release. | Ask a person who holds it in each company. |
| 'Their registration numbers differ: they are two legal entities, and are not merged. Correct the wrong one instead.' | Merge of partners with different TRNs. | Correct the wrong number, then scan again. |
| 'Only an active product that is sold can be published.' | The product is inactive or not for sale. | Release the template or switch on Active for Sale, then publish. |
| '<code> has lots in stock. Write the reviewed conversion plan - what happens to each lot - before this tracking change.' | A tracking or expiry policy change while lots exist, without a plan. | Write a plan of at least 20 characters, then ask another person to activate. |
| '4000 Sales is an income account; the stock account must be asset.' | Account kinds are wrong when activating a mapping. | Draft a new mapping with the right accounts. |
| 'The file has no rows under its header.' / 'Import at most 5000 rows at a time.' / 'Save the file as UTF-8 CSV.' / 'The file is larger than 5 MB.' | The import file is not acceptable. | Fix the file and upload again. |
| 'Importing masters needs the mdm.import permission.' | Imports need their own permission. | Ask for mdm.import. |
| 'Images must be no larger than 2 MB.' | The product image is above the server limit, although the screen allows 5 MB. | Use a smaller picture. |